ALLEGHENY COUNTY DEPARTMENT OF ADMINISTRATIVE SERVICES DIVISION OF PURCHASING & SUPPLIES

1. ALLEGHENY COUNTYDEPARTMENT OF ADMINISTRATIVE SERVICESDIVISION OF PURCHASING & SUPPLIES JOHN DEIGHAN CHIEF PURCHASING OFFICER

2. VISION To be a “Best In Class” local government procurement organization.

3. MISSION To procure supplies, equipment and services in the most cost effective and timely manner possible. To bring value to the procurement process, while creating efficiency and providing high quality customer service.

4. CORE VALUES Regardless of the situation, we are steadfast in our commitment to our core values: • Integrity • Respect • Accountability • Customer Service • Innovation • Teamwork • Diligence in the pursuit of excellence

5. FAIR AND OPEN COMPETITION We support and promote Fair and Open Competition. • A fundamental principal of Public Sector Purchasing. • Assures that any qualified company or individual wishing to do business with the County will be given the opportunity to compete for that business.

6. RESPONSIBILITIES • Procurement of supplies, equipment and services • Issue solicitations for Allegheny County and the City of Pittsburgh • Manage a contract portfolio of approximately 1,100 contracts

7. STAFF NAMETITLETELEPHONE John Deighan, CPCP Chief Purchasing Officer 412-3504495 Frank Alessio, CPPB Deputy CPO 412-350-6918 Glenn Loper, CPM Senior Purchasing Agent 412-350-4490 David Forman, CPPB Purchasing Agent 412-350-4497 Dennis Madoni Purchasing Agent 412-350-4489 Nick Calabrese Purchasing Agent 412-350-3576 Jessica Hayes Contract Administrator 412-350-6344 Andrea Ackley Contract Administrator 412-350-4248 Kelly Ryan Contract Administrator 412-350-4495

8. COMMODITY GROUP ASSIGNMENTS ALESSIO Information Technology Furniture Floor Coverings Office Products Office Equipment Temporary Staffing Insurance Coverage Security Equip & Service LOPER Medical Supplies & Equip. Lab Supplies & Equip. Gas (Industrial & Medical) Pharmaceutical Procurement Card Program Records Temp Staffing (Clinical)

9. COMMODITY ASSIGNMENTS CONT. CALABRESE MRO Supplies & Equip. Moving & Relocation Commemorative & Religious Construction Related Laundry Equip. & Service Rental (Properties & Equip.) Water (Bottled, Filtered) Kitchen Equip. & Supplies Pest Control MADONI Print Production Promotional Products Publications Multifunctional Equip. Photographic Supplies Road Materials Athletic & Recreational Surplus (Equipment / Supplies) Traffic Control

10. COMMODITY ASSIGNMENTS CONT. FORMAN Vehicles & Heavy Equipment Public Safety (Supplies & Equip) Safety / HAZMAT Supplies Fuel (Gasoline & Diesel) Utilities Uniforms Parking / Monthly Leases Maintenance Contracts VACANT POSITION Janitorial Supplies & Equip. Food & Concession Programs Waste Removal Recyclable Products & Service Cleaning Services Landscape & Agricultural Purchasing Card (Operational)

11. ALLEGHENY COUNTY ADMINISTRATIVE CODE SOLICITATION REQUIREMENTS • $1.00 - $10,000 NO SOLICITATION REQUIRED • $10,000 - $30,000 INFORMAL SOLICITATION REQUIRED REQUEST FOR QUOTE (RFQ) • $30,000-OR MORE FORMAL SOLICITATION REQUIRED INVITATION FOR BID (IFB) OR REQUEST FOR PROPOSAL (RFP

12. REQUEST FOR QUOTATION (RFQ) • Purchases greater than $10,000 and less than $30,000 • Informal Solicitation • Not Advertised in the newspaper • Posted on BidNet • Award is based on which quotation best meets the need of the County • Cost and other factors may be negotiated

13. INVITATION FOR BID (IFB) • Sealed competitive bid • Used for transactions above $30,000 • Formal Solicitation • Contains a detailed specification • Advertised in the newspaper • Posted on BidNet • Awarded based on cost to the lowest responsible, responsive bidder • Can NOT be negotiated

14. REQUEST FOR PROPOSAL (RFP) • Typically used for transactions above $30,000 • Formal Solicitation • Does not contain a detailed specification • Often seeking a solution • Advertised in newspaper • Posted on BidNet • Award based on multiple factors which are typically included in the RFP. • Cost and terms may be negotiated

15. EXCEPTIONS TO COMPETIVE PROCESS • Sole Source Purchases • Professional Services ~ Architects ~ Financial Consulting ~ Medical Consulting ~ Engineers ~ Legal Services • Purchases where the Chief Purchasing Officer has determined the competitive process to be impractical or impossible. • Those purchases resulting from a declaration of a state of emergency.

16. FORMAL SOLICITATION ALTERNATIVE PIGGYBACK CONTRACTS PIGGYBACK CONTRACTS

17. PIGGYBACK CONTRACTS • REQUIREMENTS: • CONTRACT ISSUED BY A QUALIFIED GOVT. AGENCY OR GROUP PURCHASING ORGANIZATION • AWARDED VIA A COMPETITIVE SOLICITATION (IFB OR RFP) • TERMS, CONDITIONS, PRODUCTS AND COST OFFERED THE COUNTY MUST BE THE SAME AS THOSE IN THE CONTRACT TO BE PIGGYBACKED.

18. COMMONLY USED SOURCES FOR PIGGYBACK CONTRACTS • STATE OF PENNSYLVANIA, GENERAL SERVICES • STATE OF PENNSYLVANIA, COSTARS • US COMMUNITIES • NATIONAL INTERGOVT. PURCHASING ASSOC.(NIPA) • THE COOPERATIVE PURCHASING NETWORK (TCPN) • NATIONAL JOINT PURCHASING ALLIANCE (NJPA)

19. SOLICITATION DISTRIBUTION ALL INVITATIONS FOR BID & REQUESTS FOR PROPOSAL ARE: • ADVERTISED IN LOCAL NEWSPAPERS • ACCESSIBLE VIA THE PURCHASING WEBSITE • DISTRIBUTED BY BIDNET (THIRD PARTY ELECTRONIC DISTRIBUTION PARTNER)

20. HOW TO BECOME A REGISTERED SUPPLIER

21. HOW TO BECOME A REGISTERED SUPPLIER ACCESS PURCHASING WEBSITE VIA: WWW.ALLEGHENYCOUNTY.US/PURCHASING/

22. HOW TO BECOME A REGISTERED SUPPLIER CLICK ON : “HOW TO BECOME A REGISTERED SUPPLIER”

23. HOW TO BECOME A REGISTERED SUPPLIER CLICK ON : “SUPPLIER REGISTRATION OPTIONS”

24. HOW TO BECOME A REGISTERED SUPPLIER SELECT THE OPTION THAT IS BEST FOR YOUR ORGANIZATION A: AUTOMATIC EMAIL NOTIFICATION: RECEIVE AUTOMATIC EMAIL NOTIFICATION OF NEW IFB’S AND RFP’S POSTED COST - $49.95 PER YEAR

25. HOW TO BECOME A REGISTERED SUPPLIER SELECT THE OPTION THAT IS BEST FOR YOUR ORGANIZATION B. NO EMAIL NOTIFICATION: MUST SEARCH WEBSITE BY AGENCY TO IDENTIFY CURRENT OPPORTUNITIES COST - $0

26. ELECTRONIC BID PROCESS

27. BID SUBMITTAL AND OPENING PROCESS • JANUARY 2011 ALLEGHENY COUNTY TRANSITIONED TO AN ELECTRONIC BID SUBMITTAL AND OPENING PROCESS • ALL SUPPLIERS ARE REQUIRED TO SUBMITT BIDS ELECTRONICALLY VIA THE BIDNET WEB BASED SYSTEM • ALL BIDS WILL BE OPENED ELECTRONICALLY AND TABULATED IMMEDIATELY

28. ELECTRONIC BID SUBMITTAL BENEFITS • REDUCES OR ELIMINATES EXPENSES RELATED TO: PAPER, POSTAGE & OVERNIGHT DELIVERY • SUPPLIER CAN MODIFY BID UP TO THE POSTED OPENING DATE & TIME

29. ELECTRONIC BID SUBMITTAL BENEFITS (CONTINUED) • BID TABULATIONS ARE AVAILABLE IMMEDIATELY • EXPEDITES CONTRACT AWARD PROCESS • ELIMINATES NEED TO ATTEND BID OPENINGS

30. ELECTRONIC SIGNATURE REGISTRATION

31. ELECTRONIC SIGNATURE REGISTRATION SUPPLIERS MUST REGISTER WITH BIDNET TO RECEIVE A PIN WHICH WILL SERVICE AS YOUR ELECTRONIC SIGNATURE VISIT:http://www.govbids.com/scripts/papq/public/home1.asp

32. ELECTRONIC SIGNATURE REGISTRATION SELECT LINK TO “SUPPLIER REGISTRATION” AND FOLLOW INSTRUCTIONS

33. ELECTRONIC SIGNATURE REGISTRATION IF YOUR COMPANY IS CURRENTLY REGISTERED, SELECT “SUPPLIER LOGIN” UPDATE YOUR ACCOUNT TO RECEIVE YOUR PIN QUESTIONS OR PROBLEMS, CALL CUSTOMER SERVICE AT : 1-800-677-1997

34. ADDITIONAL INFORMATION AVAILABLE ON THE PURCHASING WEBSITE http://www.alleghenycounty.us/purchasing

35. SUPPLIERS GUIDE

37. BIDS & PROPOSALS

39. http://www.PABidSystem.com

40. CONTRACT EXPIRATION REPORT

42. CONTRACT EXPIRATION REPORT LISTS ALL CURRENT CONTRACTS INCLUDES SUPPLIER, PRODUCTS/SERVICE, CONTRACT NUMBER, & EXPIRATION DATE POSTED ON THE PURCHASING WEBSITE UPDATED AT LEAST QUARTERLY

43. VIEW INDIVIDUAL COUNTY CONTRACTS

44. TO VIEW INDIVIDUAL COUNTY CONTRACTS: CLICK ON “COMMODITY CONTRACTS” LOCATED ON THE LEFT SIDE OF THE PAGE

45. TO VIEW INDIVIDUAL COUNTY CONTRACTS (CONTINUED): IN THE SEARCH FIELD: ENTER THE CONTRACT NAME OR SPECIFICATION NUMBER FROM THE CONTRACT EXPIRATION REPORT

46. TO VIEW INDIVIDUAL COUNTY CONTRACTS (CONTINUED): CLICK SPEC NUMBER TO VEIW IFB/RFP SPECIFICATION AND CURRENT CONTRACT

47. QUESTIONS?